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| 12850819Q4001 | California Park Fence Project | |
| Pre-Bid Minutes / Questions | 12 July 2019 |
1. Pre-Bid Meeting was held at 10:00 AM on 12 January at the site with Contracting Officer Robert Hall, Project Manager Rick Henderson and 5 interested contractors in attendance. The complete list of attendees is on Attachment 6.
2. Items of Discussion
| Item # |
| Item of Discussion or Question |
| 1 |
| Introductions – initial meeting point at Kum and Go in Hayden, CO. We made intros and signed in. |
| 2 |
| Robert discussed the basic contracting requirements and basis for award. LPTA – lowest price technically acceptable. The KTR must show us in their response that they have the necessary personnel, equipment, supplies and knowledge to do this job satisfactorily. |
| 3 |
| Rick Henderson discussed the project and intent of the fence. |
| 4 |
| Discussed different gate closure mechanism – decided on a mechanical closure |
| 5 |
| We then left about 09:25 and convoyed to the site. |
| 6 |
| Discussed general site conditions and desire to get project started and done with as soon as possible instead of the original POP. Everyone agreed this was a better plan. Will be changed in the next amendment before bids are due. |
| 7 |
| Contractor asked permission to fly drone over area during the pre-bid – approved. |
| 8 |
| PM asked if the KTRS wanted to walk the entire site or just view it from the vehicle location – everyone said they were fine where they were. |
| 9 |
| Question: does the hill to the North side of First Creek drop off sharply beyond the crest? |
Answer: Mostly flat and the back of the fence will need to be far enough back from the crest to not be visible from the creek side.
| 10. |
| Discussed the willows in the creek. KTR should damage them as little as possible, but we understand there will be damage as the skid-steer or other machines go across the fence line. |
| 11 |
| KTR mentioned that they would have an oil skimmer for work directly in the creek and possible oil spills. We agreed this was a good idea and |
| 12 |
| CO reminded the KTRS that he had added a fire control plan in Amendment 1 |
| 13 |
| Discussed the necessity of moving fence posts locations as necessary to best meet the intent of the project. PM agreed that will be necessary as conditions dictate and the CO said this would be more like a Performance Based Service contract as we don’t expect them to follow the exact locations of fence posts and fence lines. Providing a sturdy, operational fence that does the job, i.e. keeps out the cattle is more important than exact specifications. |
| 14 |
| Discussed the staging area and the fact that it’s dual ownership. PM is working closely with other owner and there are no issues. |
| 15 |
| On-site camping and fishing (with permit) is allowed. Be aware of bears and sheep herds. The guard dogs are much more dangerous than bears. Keep your distance and don’t provoke. Do not store food in your camper. |
| 16 |
| PM mentioned that he had done test bores and the ground seems to be good for putting in posts. However, CO stated there would be no changed site conditions if you do hit a rock since this is the Rocky Mountains and rocks are common. Contractor asked about rock allowance or labor and said this should be part of the specifications like other contracts. When the CO, PM and other contractors said they had never heard of this, the KTR ended his participation in the site visit and departed the area. Afterwards, we iterated that if you hit a rock where you can’t put a post, then it’s totally permissible to adjust the fence post location. |
| 17 |
| Period of Performance – start as soon as possible and be done no later than 30 Sept or before the snow flies. |
| 18 |
| Invoicing and payments – CO stated we would accept an invoice for the first fence as soon as it was complete, but we need pay roll records without SSNs to be submitted with the invoice. The KTRs were much appreciative of this as other agencies are not so easy to work with. |
3. Meeting concluded around 12:00. KTRs went their way without escort.
Contracting Officer